Minutes: Special Board Meeting March 2020

SPECIAL BOARD MEETING

BOARD OF TRUSTEES

March 13, 2020

MIAMI TOWNSHIP Branch

Present: Tony Cardinal, Joe Braun, Mary Jo Waite, Jennifer Doss

Absent: Adam Bird, Tricia Lyons, Judith Kocica

Staff: Theresa Herron, Lynn Baird, Tracey McCullough, Andrea Brofft, Melanie Smithey, Andrew Hissett

Guests: None

Mr. Cardinal called the meeting to order at 8:33 a.m.

ROLL CALL:

Tony Cardinal, Joe Braun, Mary Jo Waite, Jennifer Doss

Attendees recited the Pledge of Allegiance.

The meeting was conducted to discuss Library operations during the COVID-19 pandemic. Ms. Wick said the 2009 Pandemic Preparedness and Response Plan was updated by the Pandemic Team. Team members are Chris Wick, Leslie Jacobs, Maura Gray, Theresa Herron, Tracey McCullough, Lynn Baird, Jim George, Robb Hirschauer, and Pat Williams.

Ms. Wick said the Pandemic Plan now includes daily infection control practices as well as an updated line of succession for each department and vendor information. Details about suspending services and branch staffing were moved to the front of plan.

Ms. Wick said no employees were currently quarantined.

Ms. Wick outlined steps the Library currently has in place to address the pandemic: all in-house programs and outreach were canceled through April 20. Public use of meeting rooms was canceled. All toys were removed from public areas and stored. Staff were told to no longer accept cash for fines. All non-essential meetings were canceled. Staff were told to update their timesheets daily and keep them in a location where managers could access them easily. The staff directory was updated. All staff received a copy of the pandemic plan. Branches are to let the Facilities Department know when they are running low on supplies. After the Governor’s address March 12, the members of the Pandemic Team felt strongly the Library should close the branches the same time period as schools are closed, which is stated in the Pandemic Plan. As a result, the Library would be closed to the public effective at the end of the day March 16. Returns will be accepted for the time being and they will be quarantined, if needed. Staff will continue to work.

Mr. Braun said the Library must continue to provide services to the community. He asked the director to look at retooling services for the public. The Library has an obligation to provide services. He asked the public relations department to highlight non-traditional services.

Mr. Braun asked that the board be updated twice a week on staffing levels, including the number of people who become ill.

Miami Township staff member Andrew Hissett called to ask if Mulberry Elementary could bring 40 kids to the Miami Township Branch. The board agreed it was OK to come over to get books.

Motion by Mr. Braun, seconded by Ms. Waite, to instruct the director to implement the pandemic plan and that it be in full effect by the end of the day Monday, March 16. All present were in favor. Motion was adopted.

Ms. Waite asked the Library to notify the media the libraries being closed but services will continue.

Mr. Braun asked the staff present if the board needs to consider anything else.

Programming Manager Tracey McCullough was very concerned and wants the Library to follow the Governor’s directions.

Ms. Doss asked how soon the Library could have information about delivery of services while the branches are closed.

Ms. Wick said the Pandemic Team would meet again after the board meeting to talk about next steps and will meet with branch managers Monday.

Motion by Ms. Waite, seconded by Mr. Braun, to adjourn the meeting at 9:30 a.m. All present were in favor. Motion was adopted.

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Board President                                              Board Secretary

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